About gifts

You can use Campus Cafe to track donations to your institution from alumni or others. If you use the Campus Cafe accounting module, you can have Campus Cafe record this donation on your general ledger.

Prerequisites

• Create transaction codes for gifts.

• Set up in STParm using Parameter Code MMCONS to define constituent codes, which broadly describe an organization or individual. For example, you may create codes of corporation, nonprofit, government, etc.

• Create general ledger accounts associated with donations.

• Configure gift purposes.

• Create fund codes that describes an initiative the gift was related to (e.g. Annual Fund) Funds configured in Alum/Dev > Alumni Funds.

Required permissions

Control whether gift creates general ledger entry

You can use Campus Cafe to simply record gifts a donor makes. If you use the Campus Cafe accounting module, you can also have Campus Cafe create an entry in the general ledger for the donation.

1. Go to Admin > Custom Control.

2. In Search enter CRTMISCBCH.

3. In Parameter Value 1 enter Y.

4. Click Save.

5. Go to Admin > Refresh Data Cache.

Gift codes

When you record a donation, you can record information associate with it. You can later use these gift codes for reporting or financial purposes.

Create STParm code

1. Go to Admin > STParm.

2. In Parameter Code enter the gift code.

3. In Parameter Value enter a short description of the code.

   • Appeal Code use value MNSRNO. For example, Athletic Complex Capital Campaign.

   • Solicitor Code use value XXSLNO. For example, Athletic Development Officer.

   • Campaign Code use value MNCATG. For example, University Capital Campaign.

   • Anonymous Code use value MNANCD. For example, Anonymous Donor.

   • In-Kind Code use value MNIKCD.

   • Pledge Code use value MNPLCD.

4. Click Add.

5. In Description enter the gift code.

6. Click Save.

7. Go to Admin > Refresh Data Cache.

Inactivate STParm code

If you no longer need a code, you can inactivate it. This preserves previous records tied to these codes and moves the option to the bottom of the selection list and puts “inactive” in front of the code.

1. Go to Admin > STParm.

2. In Search enter the Parameter Code of the option to delete (see list in section above).

3. Next to the code to inactivate click the pencil.

4. Select (check) Web Hide.
   
   

   Open

   

5. Click Save.

6. Go to Admin > Refresh Data Cache.

Create constituent

Before recording a gift, the donor, whether an individual or organization, must exist in Campus Cafe.

Individuals or organizations who don’t exist in Campus Cafe

If the donor doesn’t exist at all in Campus Cafe, you’ll need to create them. Don’t follow these steps if the individual is already in Campus Cafe as a student, faculty member, parent, etc. Instead, see the next section.

1. Go to All Users > Add Non-Student/Org.

2. Select Constituent and enter the individual’s First Name, Last Name and any other desired biographical information. If an organization, click Change to Organization and enter the organization’s details. Campus Cafe recommends including as much information as possible to prevent duplicate records and facilitate later communications to donors.
   
   

   Open

   

3. Click Add.

4. Select a Primary Constituent Code that broadly describes the individual’s relationship to your institution. For example, Alumni.

5. Click Submit.

Individuals who already exist in Campus Cafe

If the donor already exists in Campus Cafe - for example they are a former student - you must indicate they are a consistent before recording a donation. This only needs to be done once per individual.

1. Go to the donor’s profile.

2. Go to Person Selected > Gifts.

3. Click Add Constituent.

4. Select a Primary Constituent Code that broadly describes the individual’s relationship to your institution. For example, Alumni.

5. Click Submit.

Record gift

1. Go to the donor’s profile.

2. Go to Person Selected > Gifts.

3. Click Add Gift.

   • Fund Code: A category that describes an initiative the gift was related to (e.g. Annual Fund). If creating a general ledger transaction from updating of a gift cash batch is used, the Account associated with the fund in Alumni Funds is used for the credit side of the transaction, unless overridden by the account number associated with Gift Purpose.

   • Gift Amount: The dollar value of the gift.

   • Gift Date: The date of the gift.

   • First Invoice Date Override: If you expect the receive payment of the gift in multiple installments, Campus Cafe by default creates the first invoice for the first installment with today’s date. If you expect the first installment to arrive at a later date, enter that date. Otherwise, you may leave this field empty.

   • Transaction Code: The associated transaction code. If creating a general ledger transaction the account associated with the transaction code will be used for the cash/debit transaction, provided the code is flagged as Override CC-GL as Cash Account.

   • Split Amount: By default, Campus Cafe applies 100% of the gift to the general ledger account associated with the Alumni Fund or Gift Purpose. To apply a portion of the amount to another account, enter the amount here.

   • Split Amount CC-GL-Fund: By default,Campus Cafe applies 100% of the gift to the general ledger account associated the Alumni Fund or Gift Purpose. To apply a portion of the amount to another account, enter the amount in the Split amount field and select the account here.

   • Payment Type: The method of payment such as cash or check. Options set in STParm XXPMTY.

   • Check #: The number of the check of the donation.

   • Number of Payments: If the donation is expected to be paid in multiple installments, enter the number of installments. For example, if a donor pledges $1,000 paid in $500 increments, you’d enter 2. Campus Cafe will create a number of invoices to match the number of expected payments.

   • Payment Interval: Enter the time between expected payments in number of days. For example, if the donor pledges $1,000 in $500 payments six months apart, enter 180. Campus Cafe will date the invoices accordingly.

   • Primary Constituent Code: Relationship of the individual to the institution. Configurable option. Set in STParm MMCONS

   • Appeal Code: Configurable option. Set in STParm MNSRNO

   • Solicitor Code: Configurable option. Set in STParm XXSLNO

   • Campaign Code: Configurable option. Set in STParm MNCATG

   • Purpose Code: Configurable option. Set in Alum/Dev >  Gift Purpose. If a gift purpose is selected, and Custom Control CRTMISCBCH-1-1=Y, the account associated with the gift purpose will be used as the credit portion of the general ledger transaction that is created.

   • Anonymous Code: Configurable option. Set in STParm MNANCD

   • In-Kind Code: Configurable option. Set in STParm MNIKCD 

   • Pledge Code: Configurable option. Set in STParm MNPLCD

   • PET#: The Project Expense Tracking number. A way of grouping transactions by this value. Options set in Accounting > Project Details

   • Thank You Template Name(Member M): Optionally enter the name of an activity that will trigger. The activity must reside in activity tracking template member M.

   • Comment 1: Internal text to describe the gift (Free form comment field that can be edited on gift detail page. Edits will be Audit Logged. Displays on gift listing page.)

   • Comment 2: Internal text to describe the gift (Free form comment field that can be edited on gift detail page. Edits will be Audit Logged. Displays on gift listing page.)

4. Click Save.

Post the transaction

Once you record a gift, you can post it to the accounting module.

1. Go to Alum/Dev > Gift Cash Batch.

2. A list of gifts appear along with their batch member. You’ll post all transactions in a member.
   
   

3. In Batch Operation Member enter the name of the member to post.
   
   

4. Click Post Gift Cash Batch. A new page opens.

5. Optionally enter a User Assigned Batch Number associated with this group of transactions.

6. Optionally if the donations are associated with a specific semester select the Default Batch Semester.

7. Select the Batch Posting Date which will be the date of the transactions on your ledger.

8. Click Post Gift Cash Batch.